# Form Settings

Source: https://docs.astalty.com.au/guide/forms/manage-forms/settings

> Configure the settings for an individual form.

Astalty Premium - This feature is part of the Astalty Premium plan. See What Premium includes.

## Overview

Use **Settings** to update the form's appearance, status, notifications, confirmation behavior, and access.

![A form's Settings page with Settings highlighted in the form menu and five numbered sections: Form Details, Notifications, Submission Message, Who can fill out this form? and Who can view form submissions?](https://docs.astalty.com.au/assets/settings-menu-with-1-5.png)

## Form Details

Edit the form's name, status, description, background colour, and submit button text and colour.

![The Update Form drawer with Name, Description and Status set to Unpublished, the greyed-out General usage, and the Form Type section for choosing Internal or External, with Archive, Close and Update Form at the bottom.](https://docs.astalty.com.au/assets/update.png)

Changing a published form to **Unpublished** puts its outstanding submission requests **On Hold**. Recipients cannot open or submit those requests and reminders stop. The requests are not cancelled, so publishing the form again makes them fillable.

Archive the form from this section when it is no longer needed. Archiving cancels outstanding submission requests. A register form is also moved to the Archived tab in Registers, while its entries are kept.

![The Update Form drawer scrolled to the bottom, with the Archive button highlighted beside Close and Update Form.](https://docs.astalty.com.au/assets/archiveform.png)

You can unarchive a form from the same section. An unarchived form remains unpublished until you publish it.

![The Update Form drawer for an archived Staff Incident form, with the Unarchive button highlighted at the bottom left beside Close and Update Form.](https://docs.astalty.com.au/assets/unarchive-form-2-guide.png)

## Embedded Form

If you [embed](https://docs.astalty.com.au/guide/forms/manage-forms/form-builder) an External form on your own website, you can choose whether the form's name appears above it. This is handy when your web page already has its own heading and you don't want the form's title to show twice.

In the **Embedded Form** section, choose one of the following options:

- **Show form name** *(default)* - the form's name is displayed above the embedded form.
- **Hide form name** - the form's name is hidden so your own page heading can show instead.

![The Update Form drawer showing the Embedded Form section below Appearance, with Show form name selected and Hide form name as the other option.](https://docs.astalty.com.au/assets/forms-settings-embedded-form-name-visibility.png)

> **Only affects the embedded form**
>
> This setting only changes the **embedded** version of the form. The standalone hosted form link always shows the form's title as normal. This section is only available on **External** forms.

## Notifications

General and Register forms can have per-form notifications with their own message, delivery method, and recipients.

![The Add Notification drawer, with the Admin user group chosen under Notification recipients, a message in the Notification email content editor, and both Within Astalty and Email ticked under Notification methods.](https://docs.astalty.com.au/assets/notiofication-settings1.png)

Participant Incident and Staff Incident forms use the shared **Incident Notifications** settings. Referral and Feedback forms use their corresponding shared notification settings. Astalty shows a link to the relevant Notifications page when you have access to it.

If you [duplicate a form](https://docs.astalty.com.au/guide/forms/manage-forms/form-builder#duplicating-a-form), its per-form notifications are copied to the new form with their messages, recipients, and delivery methods.

## Submission Message

This option allows you to customise the submission message displayed when a form is submitted.

![The Update Form Submission Message drawer, with a text editor holding a thank-you message that confirms the form was successfully submitted, and an Update button.](https://docs.astalty.com.au/assets/submessage.png)

## Submission Confirmation

The submission message only appears on screen at the moment the form is submitted. If you'd also like the person who filled out the form to receive something in writing, use **Submission Confirmation** to email them a confirmation that their submission was received.

In the **Submission Confirmation** section, choose one of the following options:

- **Disabled** *(default)* - no confirmation email is sent.
- **Email** - a confirmation email is sent to the person who submitted the form.

![The Update Form drawer for a Staff Incident form, with the Submission Confirmation section highlighted and Submission confirmation set to Email.](https://docs.astalty.com.au/assets/forms-settings-submission-confirmation-guide.png)

The email goes to the email address on the submitting user's Astalty profile. It is sent to that person only - it doesn't replace form [Notifications](#notifications), which are how you alert managers or other staff that a submission has come in.

> **Only available on Internal forms**
>
> The **Submission Confirmation** section only appears on **Internal** forms, because Astalty needs a logged-in user to know where to send the confirmation. External forms - including all Referral & Intake and Feedback & Complaints forms - don't have this section. See [Form Type Internal or External](https://docs.astalty.com.au/guide/forms/manage-forms/create-forms#form-type-internal-or-external).

### What the Confirmation Email Contains

What the email says depends on the form's [usage](https://docs.astalty.com.au/guide/forms/manage-forms/create-forms):

| Form usage                                      | Subject                          | Includes                                                                |
| :---------------------------------------------- | :------------------------------- | :---------------------------------------------------------------------- |
| **General**                                     | Form Submission Confirmation     | The name of the form that was submitted                                 |
| **Participant Incident** and **Staff Incident** | Incident Submission Confirmation | The incident **Reference** number and the **Date and Time of Incident** |

Below is an example of the confirmation email for an incident form:

![An example confirmation email with the Astalty logo in the header. It opens "Hi there," then "This is to confirm that your incident submission has been received.", followed by two bolded labels and their values — "Reference: INC-2026-00001" and "Date and Time of Incident: 16/04/2026 09:35 AM" — and signs off "Thank you, Astalty". The footer reads "© 2026 Astalty. All rights reserved."](https://docs.astalty.com.au/assets/forms-settings-submission-confirmation-email.png)

> **Handy for incident reporting**
>
> For incident forms, the confirmation gives staff written proof that their report was lodged, along with the reference number they can quote in a handover or when escalating. See [Incident Notifications](https://docs.astalty.com.au/guide/notifications/incident-notifications#submission-confirmation-email).

If you [duplicate a form](https://docs.astalty.com.au/guide/forms/manage-forms/form-builder#duplicating-a-form), the **Submission Confirmation** setting is copied to the new form.

## Who Can Fill Out This Form

Choose **who can complete a Form**. By default, all new Forms are given **Admin**, **Manager** and **Team Member** access, allowing your Admins, Managers and Team Members (but not Support Workers) to view and submit the Form. You can choose to restrict access to specific users or make the Form available to everyone by clicking on **Edit** in the **Who Can Fill Out This Form** section and following the prompts.

![The Form Submission Access drawer with Everyone selected under Who can submit this form, an unticked option to Allow Support Workers to complete this Form on any Supports within the Astalty app, and notices that everyone, including Support Workers, can view and submit it for Participants they are associated with.](https://docs.astalty.com.au/assets/form-settings-1.png)

Choosing **Everyone** selects the **All Users** group, which gives every user in your organisation - including Support Workers - access to the Form. Support Workers only see it against Participants they are associated with, unless you also enable **Allow Support Workers to complete this Form on any Supports within the Astalty app** (covered below). If you want to isolate who can access the Form, choose specific Users or User Groups instead of Everyone.

> **Excluding Support Workers**
>
> The **Team Member** group covers users with the Team Member role only. To give the Form to everyone except Support Workers, select the **Admin**, **Manager** and **Team Member** groups together rather than **Everyone**.

![The Form Submission Access drawer with Specific users and groups selected and the Team Member and Support Worker user groups chosen, highlighted along with a notice that the Team Member group covers users with the Team Member role only.](https://docs.astalty.com.au/assets/form-settings-2.png)

Select **Allow Support Workers to complete this Form on any Supports within the Astalty app** to make the Form available on every support for every Participant. See [Participant Details in the Support Worker App](https://docs.astalty.com.au/guide/scheduling/support-worker-app/participant-details-app-view) for where Support Workers find it.

![The Form Submission Access drawer with Everyone selected and the Allow Support Workers to complete this Form on any Supports within the Astalty app checkbox ticked and highlighted.](https://docs.astalty.com.au/assets/form-settings-3-guide.png)

To make a Form available for one Participant only, create it and assign it from that Participant's profile. See [Creating a Participant-Specific Form](https://docs.astalty.com.au/guide/scheduling/setup/create-a-participant-specific-form).

> **Important Note**
>
> If the Form will be for one specific Participant only, **do not** select **Allow Support Workers to complete this Form on any Supports within the Astalty app** in the Form Settings - this will be actioned within the Participants profile instead.
>
> If you allow Support Workers to complete this Form from the Form Settings, it will be visible to **all support workers** for **all Participants**.
>
> You will also need to update **Who Can View This Form** by selecting **Edit** and setting access to **Everyone**. While this grants general visibility, keeping **Allow Support Workers to complete this Form on any Supports** deselected ensures the Form is only accessible where it has been assigned as an Associated Form within the Participant's profile.

> **This is not the account-wide app setting**
>
> This option puts one Form on every support in the app. Whether **External** Forms appear in the app's **Forms** list at all is set once for the whole account, in [Forms Settings](https://docs.astalty.com.au/guide/settings/forms-settings).

If you [duplicate a form](https://docs.astalty.com.au/guide/forms/manage-forms/form-builder#duplicating-a-form), these access settings are copied to the new Form, including the **Allow Support Workers to complete this Form on any Supports within the Astalty app** option. Note that Forms assigned to an individual Participant via their profile are not carried over - you'll need to assign the copy to that Participant separately.

## Who Can View Form Submissions

Use **Who can view form submissions?** to choose the users and User Groups that can read submissions for this Form. This is useful for confidential Forms such as staff supervision or complaint Forms.

![The View Submissions Access drawer, noting Support Workers cannot be given this access, with the Admin user group selected under User Groups and an empty Users field for adding individual users.](https://docs.astalty.com.au/assets/subs.png)

This access list is also copied when you [duplicate a form](https://docs.astalty.com.au/guide/forms/manage-forms/form-builder#duplicating-a-form), so a copy of a confidential Form stays restricted to the same people.

> **A restricted complaint stays private from unlisted administrators**
>
> For a **Feedback & Complaints** Form, removing the Admin group and naming only selected viewers restricts the related feedback and complaint entries too. Admins, Managers and assignees who are not on the viewer list cannot open or update those entries, their source answers or their Action Items. The Account Owner keeps access. Include every person or group that must manage the complaint before submissions arrive.

> **This list doesn't restrict who can see an Incident**
>
> For a **Participant Incident** or **Staff Incident** Form, this list only controls who can open the Form's own submissions - it doesn't restrict who can see the Incident record itself. That follows the role, assignment and collaborator rules in [Incidents Permissions](https://docs.astalty.com.au/guide/incidents/overview#permissions). For example, a Team Member who is a Participant's Primary Coordinator can still see that Participant's Incidents even if they aren't named here.

For a **Register** Form, this is the same list as **Can View** in the Register's access settings. Listed users and groups can read every entry and its submission.

### Recent Submissions in the Astalty App

On a **General** Form, use **Recent Submissions in the Astalty App** to let Support Workers look back at the Form's recent submissions in the Astalty app, for Participants on their shifts - for example, checking when medication was last given.

![The Who can view form submissions? section, with an arrow pointing to the highlighted Recent Submissions in the Astalty App card, which says Support Workers can see submissions from the last 7 days for Participants on their shifts.](https://docs.astalty.com.au/assets/form-settings-recent-submissions-card.png)

Select **Edit**, then turn on **Show recent submissions to Support Workers** and set **Number of days** to how far back they can look. Support Workers then see submissions from that many days, for Participants on their shifts, including submissions made by other staff - not only their own.

This is off by default. While it's off, Support Workers can only see their own submissions of the Form. See [Previous Submissions](https://docs.astalty.com.au/guide/scheduling/support-worker-app/participant-details-app-view#previous-submissions) for where Support Workers find this in the app.